8-2025-04 Instructions Information.pdf

EVENT DATE

Issue Date: Wednesday, October 1, 2025

Pre-Proposal Conference & Site Visit Friday, October 10, 2025, 9:00 AM

1002 N. Ave C

Elgin, TX 78621

Questions Due: Tuesday, October 14, 2025, Noon

Responses to Questions: Thursday, October 16, 2025 EOB

Proposals Due: Thursday, October 30, 2025, 1:00 PM

Public Opening:

Thursday, October 30, 2025, 2:00 PM

1002 N. Avenue C

Elgin, TX 78621

Anticipated Board Approval:

Monday, November 17, 2025

REQUEST FOR COMPETITIVE SEALED PROPOSALS

CSP #2026-04

Elgin Elementary School MEP Upgrades- Phase 3

REQUEST FOR PROPOSAL – INDEX

SECTION I – INSTRUCTIONS TO PROPOSERS

• Pre-Proposal Conference

• Pre-Proposal Questions

• Submission of Proposal Responses

• District Reservations

• Contract Requirements

• General Terms and Conditions

SECTION II – PROJECT SCOPE AND INFORMATION

• Project Schedule

• Project Description

SECTION III – QUESTIONNAIRE / REQUIRED SUBMISSIONS (via Bonfire)

• General Firm Information & Reputation

• Relevant Experience

• Proposed Project Personnel

• Project Detail

SECTION IV – FORMS AND DOCUMENTATION

• All required forms are available in Bonfire under Public Files

• Proposers must download, complete, and upload all required forms under Requested Information –

Required Documents

SECTION V – PROPOSAL / COST FORM

• The Proposal Cost Form must be completed and submitted in Bonfire under Requested Information –

Proposal Cost

SECTION I – INSTRUCTIONS TO PROPOSERS

Elgin ISD (referred to as the “Owner,” “District,” or “EISD”) is soliciting electronic proposals from qualified firms to provide construction services in accordance with the terms and conditions of this Competitive Sealed Proposal

(CSP). All responses must be submitted via Bonfire.

1. Pre-Proposal Conference

A non-mandatory Pre-Proposal Conference and Site Visit will be held:

Date: Friday, October 10, 2025

Time: 9:00 AM CST

Location: Elgin ISD Administration Building, Board Room

1002 N. Ave C, Elgin, TX 78621

2. Questions & Clarifications

All questions must be submitted through Bonfire no later than Noon on Tuesday, October 14, 2025.

Responses will be posted to Bonfire by Thursday, October 16, 2025.

Verbal conversations or informal communications are not binding.

3. Proposal Submission Instructions

Proposers must:

• Submit a complete Proposal Response, including all required documents.

• Submit pricing using the Proposal Form provided in the CSP documents.

• Acknowledge all Addenda on the Proposal Form.

• Ensure timely submission via Bonfire. Late submissions will not be considered.

• Provide a Bid Bond or Proposal Security equal to 5% of the base proposal amount.

• Exclude any city, state, or federal taxes (EISD is tax-exempt).

*The District is not responsible for delays from mail, courier, or delivery services.

4. Evaluation and Selection Process

This is a negotiated procurement. Award is not based solely on lowest price. Proposals will be evaluated using the following weighted criteria:

Criteria Description Points

Past experience with EISD and other school districts

Provides a summary of the type of work performed, on-time delivery, and quality of work completed for EISD and/or other school districts. List and describe the prime contractor’s construction experience on five

(5) successfully completed projects within the past five (5) years that are comparable in size, scope, and complexity to the work outlined in the Bid

Documents.

Quality of the offeror's goods or services

The proposed equipment and materials must meet or exceed the District’s specifications outlined in the Project

Documents.

Offeror's proposed personnel Identified the personnel who will be directly assigned to this project. For each key member of the Prime Contractor’s team—particularly the Project

Manager and Project

Superintendent—provide a list and description of at least three successfully completed projects within the past five (5) years that are comparable in size, scope, and complexity to the work outlined in the solicitation.

Quality of the contractor's response in the proposal

Effectively responds and processes all request for information and documentation included in this CSP

Project Plan and Schedule Provide a plan and schedule that align with the District’s needs.

Proposed Pricing Total Proposed Cost – Submit comprehensive, competitive pricing using the Proposal Form included in the CSP Bid

Documents on Bonfire. Pricing should be fully developed and aligned with the scope of work outlined in the solicitation.

Standard

Requirements/Documents

The proposal includes all required documents, fully complete and submitted as specified.

Pass/Fail

Total 100

By submitting a proposal, the proposer accepts this evaluation process, including the subjective nature of determining the "best value."

5. Communication Restrictions

Proposers are not permitted to contact any EISD Board Member, officer, or employee (except Carrie Arnold) regarding this CSP.

Any violation may result in disqualification.

6. Reservation of Rights

EISD reserves the right to:

• Waive minor irregularities

• Reject any or all proposals

• Extend submission deadlines

• Reissue this CSP

• Award contract without discussions

• Determine what is in the best interest of the District

7. Public Information & Confidentiality

All proposals are confidential during the evaluation process. After the contract is awarded, proposals become public records under the Texas Public Information Act, unless clearly marked as:

“CONFIDENTIAL – DO NOT DUPLICATE WITHOUT PERMISSION”

8. Contract Details

• Firm Fixed Price Contract based on total project cost

• Contractor provides all labor, equipment, and materials

• EISD will not accept hidden costs

• Furnish a Performance Bond

• Furnish a Payment Bond (100% of contract value) within 7 days of contract award (if the contract equals or exceeds $25,000), in accordance with the McGregor Act.

• Contract documents include:

o AIA A104-2017 (Sample included) o All documents within the CSP including all Addenda

9. Legal & Regulatory Requirements

Criminal History Background Checks

Contractor must comply with Texas Education Code §22.0834 and obtain national CHRI for all personnel with duties on District property who may have direct contact with students.

Any employee with a disqualifying criminal history (e.g., sex offenses, felonies involving minors) must be removed from District property and reported within 3 days.

Workers’ Compensation

Contractor must provide workers’ compensation insurance as required by the Texas Labor Code §406.096 and 28

TAC §110.110.

Prevailing Wage Requirements

This project is subject to the Texas Prevailing Wage Law. The applicable wage schedule is included in the CSP documents.

10. Waiver of Claims

By submitting a proposal, Proposers waive all claims against EISD, its employees, agents, the Architect/Engineer, and reference sources arising from:

• Evaluation or rejection of any proposal

• Acceptance or non-acceptance of any submission

• Award or failure to award a contract

11. Availability of Funds

If sufficient funds are not available, EISD may:

• Negotiate the project scope

• Delay implementation

• Reject all proposals

• Award a different type of contract

SECTION II – PROJECT SCOPE AND INFORMATION

Project Scope

The base bid scope of work includes, but is not limited to, the replacement of three existing split-system air handling units serving the cafeteria, southwest classroom wing, and library/administration areas with new units equipped with VRF heat pumps and coils. The scope includes:

• Demolition and replacement of associated ductwork

• Installation of new VAV boxes with electric reheat

• Ceiling removal and replacement to allow for ductwork installation (some ceilings will be fully demolished and replaced; others will be partially removed and reinstalled to match existing conditions)

• Installation of an owner-furnished switchboard

• Relocation of a nearby transformer by the utility provider, with new power routed to the switchboard

• Partial demolition of an exterior brick wall, to be replaced with fencing

Alternate 1:

Replace one split-system air handling unit in the northeast classroom wing with a new VRF heat pump and coil.

Includes similar ductwork and ceiling modifications as described in the base bid.

Alternate 2:

Replace one split-system air handling unit in the southeast classroom wing. This includes demolition of associated ductwork and removal of an existing hot water boiler. Ceiling modifications will be consistent with those in other areas.

Alternate 3:

Replace eleven electrical panels across the campus with new units.

Alternate 4:

Provide HVAC controls by Automated Logic Corporation (ALC).

Refer to the Project Manual and Construction Drawings for complete specifications and additional requirements.

Estimated Project Budget (Base Bid)

$2,328,710.00

Project Schedule (Estimated)

• Contract Award: November 2025

• Contract Execution: January 2026

• Base Bid Construction Start: May 25,2026

• Base Bid Substantial Completion: July 31, 2026

• Base Bid Construction Start: May 25,2026

• Base Bid Substantial Completion: July 31, 2026

• Alternate 1 Anticipated Construction: September-December 2026

• Alternate 2 Anticipated Construction: January- May 2027

Liquidated Damages

• $500/day

SECTION III – QUESTIONNAIRE

Proposers must include responses to the following questions, organized in the exact sequence and format outlined below. Each section aligns with specific evaluation criteria and will be scored accordingly.

Failure to follow the required sequence and format may result in a deduction of points or disqualification.

General Firm Information

(Organization, Finances, Claims/Litigation, Safety Record)

A. Organization

1. Legal Name of Firm

2. Principal Office Address

3. Telephone Number

4. Fax Number

5. Type of Business Entity (e.g., Corporation, Partnership, LLC)

6. Year Established

7. Contact Person (Name, Phone Number, and Email Address)

8. Does your firm qualify as a resident bidder under Texas Government Code Chapter 2252? If not, provide the state of residence.

9. Number of years in business under current organization name

10. Has your firm operated under any other names? If yes, list all former names.

11. If a sole proprietorship, provide the date of formation and name of the owner.

12. List all jurisdictions and trade categories in which your firm is legally licensed to operate, including registration/license numbers where applicable.

13. List all jurisdictions where your firm’s partnership or trade name is registered.

14. In the past five (5) years, has any officer or principal of your firm held a similar position in another firm that failed to complete a contract? If yes, provide a detailed explanation as an attachment.

B. Financial Information

1. Attach your firm’s most recent financial statement (audited, if available), including a balance sheet and income statement.

2. Provide the name and contact information of your bonding company and agent. Include proof of bonding capacity and current available bonding limit.

C. Claims and Litigation

Attach full details for any “Yes” responses below:

1. Has your firm ever failed to complete a contract?

2. Are there any pending or past judgments, claims, arbitration proceedings, or lawsuits involving your firm or its officers?

3. Has your firm initiated any lawsuits or arbitration regarding construction contracts in the past five (5) years?

4. Has your firm had any claims filed against it within the past five (5) years?

D. Safety Record

1. Provide your firm’s accident frequency rate for the past five (5) years, including any OSHA citations or fatalities that have occurred on your projects.

2. Describe your company’s safety program and include your current Workers’ Compensation Experience

Modification Rate (EMR).

3. List any safety awards your firm has received in the past five (5) years.

General Experience

Showcase your experience in planning, coordinating, and successfully executing recent projects of similar scope and complexity.

Provide a list of at least five Texas public school projects or similar facilities that your firm has constructed within the last five (5) years or are currently in progress. For each project, include the following details:

• Project Name

• Owner

• Owner Representative Contact Information

• Scope of Work

• Completion Date

• Contract Dollar Value

Proposed Personnel

1. Identify the Project Manager and Site Superintendent assigned to this project.

• Include a current résumé and professional references for each individual.

2. Provide an overview of your proposed project team, outlining each member’s role and responsibilities.

• Explain how the team will deliver high-quality work, ensure on-time completion, and maintain budget compliance.

Note:

The Contractor is expected to assign the personnel identified in this proposal to the project. In the event that any listed team member is no longer with the firm during the course of the project, the Contractor must propose a replacement with equal or superior qualifications, subject to the District’s approval, which will not be unreasonably withheld or delayed.

Project Details- Offeror’s Clarification

1. Provide information on the proposed equipment manufacturer(s).

2. Provide proposed draft schedule and plan for this project.

3. Provide a list of subcontractors proposed for this project, including the company name and the trade they will perform.

SECTION IV – REQUIRED FORMS

• ELGIN ISD STANDARD TERMS AND CONDITIONS

• FORM W-9

• FELONY CONVICTION STATEMENT NOTICE

• CERTIFICATE OF RESIDENCY

• NON-COLLUSION STATEMENT

• CERTIFICATIONS-BOYCOTT ISREAL AND RELATIONS WITH FOREIGN ENTITIES

• AFFIDAVIT OF NON-DISCRIMINARY EMPLOYMENT

• CERTIFICATION – DEBARMENT

• FINGERPRINTING CERTIFICATION

• CIQ

• PROPOSAL GUARANTEE/ BID BOND

• SAMPLE OF COI

• DEVIATIONS & SIGNATURE ACKNOWLEDGEMENT

• EXECUTION OF OFFER